Memberships and activity passes

Offer recurring memberships and prepaid activity pass bundles to your customers.

Memberships and activity passes give customers flexible ways to pay for your activities beyond one-off bookings. Memberships provide ongoing access with recurring billing, while activity passes let customers prepay for a bundle of sessions.

Memberships

Memberships are recurring subscription plans that give customers access to benefits like discounted bookings, exclusive activities, or automatic discounts at checkout.

Create a membership plan

1. Open memberships

   Navigate to your memberships section and select Create Membership.

2. Set the plan details

   Enter the membership name, description, and recurring price. Choose a billing interval (monthly, quarterly, or yearly).

3. Add benefits

   Define what members receive. This typically includes a membership discount that auto-applies at checkout.

4. Publish

   Make the membership available on your booking page for customers to sign up.

Plan visibility

By default, all membership plans are visible on your public booking page. You can hide a plan so that it no longer appears to customers browsing online, while keeping it available for staff to sell through the point of sale.

To hide a plan, open the plan settings and set Visible to No. Hidden plans:

• Do not appear on your public booking page
• Remain available in the point of sale, so staff can still sign customers up in person
• Can be made visible again at any time

This is useful when you want to offer a plan exclusively through in-person sales, phase out a plan without archiving it, or temporarily remove a plan from your website while keeping it sellable at the counter.

Hiding a plan does not affect existing members. Customers who are already subscribed continue their membership as normal.

Membership discounts

When you link a discount code to a membership, it is automatically applied whenever the member checks out. Membership discounts are always auto-applied and stackable, so members can combine their membership benefit with other promotional codes.

You can configure how long the associated Stripe coupon lasts:

• Forever — the discount applies for the entire membership duration
• Time-limited — the discount applies for a specified number of months

Billing

Memberships are billed through Stripe. When a customer signs up:

1. A Stripe subscription is created with the configured billing interval.
2. Payments are collected automatically on each billing cycle.
3. If a payment fails, Stripe’s retry logic attempts to collect again.

Adding members from the same family

Multiple members of the same family can hold the same membership, as long as each person is only added once. When you purchase a membership for specific family members, Sailia checks whether any of the selected users are already on that membership. If one or more of them are, the purchase is blocked with an error.

This means you can buy the same membership for different family members in separate transactions. For example, if a parent purchases a membership for one child, they can later purchase the same membership for a sibling — but they cannot re-purchase it for a child who is already a member.

Membership add-ons

Add-ons let you attach optional extras to a membership plan. Customers can subscribe to add-ons when they sign up, or you can add them to an existing membership later. Each add-on can be one-time or recurring, and you can set a maximum quantity per member.

Create and link an add-on

1. Open a membership plan

   Navigate to the membership plan you want to add extras to.

2. Add an add-on

   Select Link Add-on. You can create a new add-on or link an existing one. Enter the add-on name, an optional description (up to 150 characters), and choose whether billing is recurring (charged each billing cycle) or one-time.

3. Set pricing and limits

   Set the price for the add-on. Optionally set a max quantity to cap how many units a member can subscribe to.

Add-ons are billed through Stripe alongside the membership subscription. Recurring add-ons follow the same billing interval as the membership plan.

Add an add-on to an existing member

You can attach add-ons to an active membership at any time. When you add an add-on to an existing member, Stripe prorates the charge for the current billing cycle by default.

Migrating memberships

If you are switching to Sailia from another membership system, you can bulk-import your existing members. The migration process creates families, users, and membership instances from your import data.

During migration, you can also assign add-ons to each imported membership instance. This means members keep their existing add-on subscriptions when they move to Sailia — there is no need to manually re-add them after import.

Each row in your import data can include:

• Plan ID — the Sailia membership plan to assign the member to
• Billing cycle dates — the current billing period start and end
• Member number — an optional custom member number to preserve from your old system
• Add-ons — a list of add-on selections, each with a membership add-on ID and quantity
• Note — an optional note attached to the membership instance

Add-ons included during migration must already be linked to the target membership plan in Sailia. Create your membership plans and link the relevant add-ons before running the import.

Activity passes

Activity passes are prepaid bundles that give customers a set number of sessions to use over time. They are ideal for regular attendees who want a better per-session price.

Create an activity pass

1. Open activity passes

   Navigate to your activity passes section and select Create Pass.

2. Set basic details

   Enter the pass name, description, and upload an optional image.

3. Configure pricing and validity

   Set the price, max redemptions, and expiry. Expiry can be a number of months after purchase or a fixed date.

4. Set redemption rules

   Choose which activities the pass can be redeemed against. Optionally enable Single user only to restrict the pass to one family member (see below).

5. Set purchasing rules

   Choose whether the pass is available to anyone or restricted to membership holders. If members-only, select which memberships are eligible.

Single user only

By default, an activity pass can be used by any participant in a booking. When you enable Single user only, the pass is locked to a specific family member chosen at the time of purchase.

• During checkout, the buyer selects which family member the pass is assigned to.
• Only bookings that include that specific user will have the pass discount applied.
• Confirmation emails display the name of the restricted user so both you and the customer know who the pass belongs to.
• If the pass is also restricted to certain memberships, only family members who hold a qualifying membership can be selected.

This is useful when you want to ensure a pass is non-transferable — for example, a 10-session pass that should only be used by one child rather than shared across the family.

Redeeming a pass

When a customer with an active pass books an eligible activity, they can apply the pass at checkout instead of paying the full price. Each booking deducts uses from the pass balance based on the number of participants. For example, a booking with three participants deducts three uses.

Activity pass discounts stack with other discounts, so customers can combine a pass with promotional codes or membership benefits.

Accounting

If you use Xero accounting sync, assign accounting categories to your membership plans and activity passes. This ensures revenue is categorized correctly on Xero invoices.

Discounts

Both memberships and activity passes are eligible for discount codes. When creating a discount, enable Memberships or Activity passes under product eligibility to allow the discount to apply.

Troubleshooting

A member's renewal payment failed

Stripe handles recurring payment retries automatically. If all retries fail, the membership may be paused or cancelled depending on your Stripe settings. Contact the customer to update their payment method.

Cannot purchase a membership for a family member

Sailia prevents duplicate memberships for the same person on the same plan. Check whether the family member already has an active membership. If they do, the purchase is blocked intentionally.

Activity pass not applying at checkout

Verify that the pass is not expired, has remaining redemptions, and the booked activity is included in the pass’s eligible activities. If the pass has Single user only enabled, confirm the correct family member is included in the booking.

Related guides

Discount codes

Create discounts for memberships and passes.

Payments

How Stripe handles membership billing.